Calculate sum of a field in a dashboard

[spencer_w]

Hi all, 

Looking for some guidance on how you would approach. 

Our leadership is looking for a value in a dashboard that essentially shows the "total number of pieces" we've touched in a given window -- i.e. year to date. 

Our projects are not always a 1:1 representation of this; as in one project could contain multiple pieces. 

How would you recommend we capture and compile this information using forms/custom fields to be able to sync up with a dashboard? 

I don't have much experience with calculated fields, but I'm wondering if that could be a solution. Any advice is appreciated!

[skyehansen]

At some point, you will have to nail down and be able to explain a 1:1 representation of a "piece". You may have already done this, but just are not being clear in your original post, and this will impact your ability to get a useful solution for your particular usage.

In case you're not sure, I can give an example. Some of the Adobe customers (not naming any names, as this is a popular concept):

1) represent a "piece" as a particular task (let's say it's a task that has a "piece custom form" attached to it).

2) let's also say that the "piece custom form" has a field that calls out all the different types of pieces there are (e.g. apples, pears, oranges) and another field for how many variations.

So now, what we have is a structure where the 1:1 is that a piece is represented by a task and you can report on 3 things.

* how many pieces per timeframe = task report pulling in all tasks with the "piece custom form" in a year, AND/OR

* additionally able to add using the "variations" field. e.g. users can have one "apple" task in their project but use the variations to indicate that they touched a granny smith and a red delicious (2 variations)

* what types of pieces = task report grouping by "piece type field" -- i.e. how many apples, oranges or pears -- this is great especially if users have a tendency to rename their tasks. On the back end it still says "apples" no matter what they name the front end to. This way users who want to distinguish between "apples for export" vs "domestic apples" can still do that kind of thing.

[spencer_w]

Thanks so much for your help! 

The current thinking was to have the 1:1 be a field in the intake form where someone would directly specify a number that is the "total number of pieces" associated to that project. 

Am I correct in understanding that, from the reporting side, we'd be able to have Workfront combine those individual numbers across many projects into one total sum?

[skyehansen · Accepted solution]

if there's one number field at the project level that indicates total number of pieces for that project, then you would always be reporting on your pieces in the context of the project. So for example, "pieces per year" translates to "pieces in projects created that year" when you're thinking about reporting.

Any "piece" report is also automatically a project report with one column showing how many pieces each project has. In order to find the total, you just have to make at least one grouping on your project report to cause the column to add up. e.g. group it by project entry date to find the total number of pieces for the year the project was created.

[spencer_w]

This was super helpful and in the end I was overthinking it 🙂 

What we ended up doing was creating a "numeric" single text field where users specify the "total" number of items associated to their request. 

We're then able to pull that into reporting and, as you explained, the system can calculate that data for us (or show it across charting, which is even better.) 

Thanks for your help!